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This is learning made easy. Get more done quickly with Microsoft Word, Excel, PowerPoint, and Outlook. Jump in wherever you need answers—brisk lessons and colorful screenshots show you exactly what to do, step by step.

• Format documents for visual impact

• Quickly prepare personalized email messages

and labels

• Build powerful workbooks for analysis and

reporting

• Analyze alternative data sets with Quick Analysis

Lens, Goal Seek, and Solver

• Prepare highly effective presentations

• Strengthen your presentations by adding tables

and graphics

• Organize your email, scheduling, and contacts

• Look up just the tasks and lessons you need

The quick way to get started

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Covers Microsoft Word, Excel, PowerPoint, and Outlook

Colorful screenshots Helpful tips and pointers Easy numbered steps

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Microsoft

Office 2016

PRACTICE FILES

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by

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Download your Step by Step practice files at:

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ISBN 978-0-7356-9923-6

4 4 9 9 9

Joan Lambert and Curtis Frye

Micr

oso

Microsoft

Office 2016

Step by Step

Joan Lambert

Curtis Frye

Redmond, Washington 98052-6399

Copyright © 2015 by Curtis Frye and Joan Lambert

All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher.

Library of Congress Control Number: 2015934879 ISBN: 978-0-7356-9923-6

Printed and bound in the United States of America. First Printing

Microsoft Press books are available through booksellers and distributors worldwide. If you need support related to this book, email Microsoft Press Support at [email protected]. Please tell us what you think of this book at http://aka.ms/tellpress.

This book is provided “as-is” and expresses the authors’ views and opinions. The views, opinions, and information expressed in this book, including URL and other Internet website references, may change without notice. Some examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred.

Microsoft and the trademarks listed at www.microsoft.com on the “Trademarks” webpage are trademarks of the Microsoft group of companies. All other marks are property of their respective owners.

Acquisitions and Developmental Editor: Rosemary Caperton Editorial Production: Online Training Solutions, Inc. (OTSI) Technical Reviewers: Steve Lambert and Rozanne Whalen (OTSI) Copyeditors: Kathy Krause, Jaime Odell, and Val Serdy (OTSI) Indexers: Susie Carr, Angela Martin, and Ginny Munroe (OTSI) Cover: Twist Creative ● Seattle

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Contents

i

Who this book is for . . . xi

The Step by Step approach . . . xii

Download the practice files . . . xii

Ebook edition . . . xv

Get support and give feedback . . . xv

Errata and support . . . xv

We want to hear from you . . . .xvi

Stay in touch . . . .xvi

Part 1: Microsoft Office 2016

1

Work in the Office user interface . . . 4

Identify app window elements . . . 5

Sidebar: Tell me what you want to do . . . 10

Work with the ribbon and status bar . . . 12

Customize the Quick Access Toolbar . . . 25

Customize the ribbon . . . 29

Skills review . . . 34

Practice tasks . . . 35

2

Create files . . . 40

Open and move around in files . . . 43

Display different views of files . . . 48

Display and edit file properties . . . 53

Sidebar: File types and compatibility with earlier versions of Office apps . . . 54

Save and close files . . . 56

Sidebar: Save files to OneDrive . . . 60

Skills review . . . 62

Practice tasks . . . 63

Part 2: Microsoft Word 2016

3

Apply paragraph formatting . . . 70

Configure alignment . . . 71

Configure vertical spacing . . . 72

Configure indents . . . 76

Sidebar: Configure paragraph borders and shading . . . 79

Structure content manually . . . 79

Apply character formatting . . . 84

Sidebar: Character formatting and case considerations . . . 91

Create and modify lists . . . 91

Change the document theme . . . 104 Skills review . . . 108 Practice tasks . . . 109

4

Display and review document markup . . . 122

Display markup . . . 122

Review and respond to comments . . . 128

Review and process tracked changes . . . 130

Sidebar: Remember to check for errors . . . 133

Compare and merge documents . . . 133

Compare and combine separate copies of a document . . . 134

Compare separate versions of a document . . . 136

Control content changes . . . 137

Restrict actions . . . 138

Restrict access by using a password . . . 144

Sidebar: Restrict access by using rights management . . . 149

Coauthor documents . . . 149

Skills review . . . 153

Practice tasks . . . 154

5

Understand the mail merge process . . . 160

Start the mail merge process . . . .161

Get started with letters . . . 162

Get started with labels . . . 163

Refine the data source records . . . 173

Sidebar: Refresh data . . . 178

Insert merge fields . . . 178

Preview and complete the merge . . . .181

Create individual envelopes and labels . . . 184

Generate individual envelopes . . . 184

Generate individual mailing labels . . . 188

Skills review . . . 190

Practice tasks . . . .191

Part 3: Microsoft Excel 2016

6

Name groups of data . . . 198

Define Excel tables . . . 201

Create formulas to calculate values . . . 205

Sidebar: Operators and precedence . . . 218

Summarize data that meets specific conditions . . . 219

Set iterative calculation options and enable or disable automatic calculation . . . 225

Use array formulas . . . 227

Find and correct errors in calculations . . . 229

Skills review . . . 235

7

Sidebar: Select list rows at random . . . 246

Summarize data in worksheets that have hidden and filtered rows . . . 247

Find unique values within a data set . . . 253

Define valid sets of values for ranges of cells . . . 255

Skills review . . . 257

Practice tasks . . . 258

8

Sort worksheet data . . . 262

Sort data by using custom lists . . . 268

Organize data into levels. . . 271

Look up information in a worksheet . . . 276

Skills review . . . 279

Practice tasks . . . 280

9

Examine data by using the Quick Analysis Lens . . . 284

Define an alternative data set . . . 286

Define multiple alternative data sets . . . 290

Analyze data by using data tables . . . 292

Vary your data to get a specific result by using Goal Seek . . . 295

Find optimal solutions by using Solver . . . 297

Analyze data by using descriptive statistics . . . 303

Skills review . . . 305

10

Add and remove slides . . . 314

Insert new slides. . . 316

Copy and import slides and content . . . 317

Sidebar: SharePoint slide libraries . . . 322

Hide and delete slides . . . 324

Divide presentations into sections . . . 326

Rearrange slides and sections . . . 329

Apply themes . . . 331

Change slide backgrounds . . . 336

Sidebar: Non-theme colors . . . .344

Skills review . . . 346

Practice tasks . . . 347

11

Insert, move, and resize pictures . . . 352

Sidebar: Graphic formats. . . 355

Edit and format pictures . . . 356

Draw and modify shapes. . . 361

Draw and add text to shapes . . . 362

Sidebar: Locate additional formatting commands . . . 364

Move and modify shapes . . . 365

Format shapes . . . 367

Sidebar: Connect shapes . . . 371

Capture and insert screen clippings . . . 372

Create a photo album . . . 375

Skills review . . . 380

12

Customize animation effects . . . 396

Sidebar: Bookmark points of interest in media clips . . . 402

Add audio content to slides . . . .404

Add video content to slides . . . 410

Compress media to decrease file size . . . 415

Skills review . . . 417

Sidebar: Hyperlink to additional resources . . . 418

Practice tasks . . . 420

Part 5: Microsoft Outlook 2016

13

Create and send messages . . . 428

Create messages . . . 429

Troubleshoot message addressing . . . .434

Save and send messages . . . 438

Sidebar: Send from a specific account . . . .440

Attach files and Outlook items to messages . . . .444

Sidebar: New mail notifications . . . 451

Display messages and message attachments . . . 452

Display message content . . . 452

Display attachment content . . . 454

Display message participant information . . . 459

Respond to messages . . . .464

Sidebar: Resending and recalling messages . . . .468

Skills review . . . 471

14

Categorize items . . . .486

Sidebar: Store information in Outlook notes . . . 490

Organize messages in folders . . . 494

Sidebar: Print messages . . . 498

Skills review . . . 499

Practice tasks . . . 500

15

Schedule appointments and events . . . 504

Sidebar: Add holidays to your calendar . . . 508

Convert calendar items . . . 510

Configure calendar item options . . . 512

Schedule and change meetings . . . 518

Respond to meeting requests . . . 526

Display different views of a calendar . . . 528

Sidebar: Use the Date Navigator . . . 532

Skills review . . . 535

Practice tasks . . . 536

Index . . . 541

About the authors . . . 564

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i

Introduction

Welcome! This Step by Step book has been designed to make it easy for you to learn about key aspects of four of the Microsoft Office 2016 apps—Word, Excel, PowerPoint, and Outlook. In each part, you can start from the beginning and build your skills as you learn to perform specialized procedures. Or, if you prefer, you can jump in wherever you need ready guidance for performing tasks. The how-to steps are delivered crisply and concisely—just the facts. You’ll also find informative, colorful graphics that sup-port the instructional content.

Who this book is for

Microsoft Office 2016 Step by Step is designed for use as a learning and reference resource by home and business users of Microsoft Office apps who want to use Word, Excel, and PowerPoint to create and edit files, and Outlook to organize email, contacts, and appointments. The content of the book is designed to be useful for people who have previously used earlier versions of the apps, and for people who are discovering the apps for the first time. Although the chapters in this book thoroughly cover key skill sets for each of the four apps, Microsoft Office 2016 Step by Step is best used as an introduction. For a full discussion of each app, including in-depth coverage of advanced topics, refer to the Step by Step book for each app: Microsoft Word 2016 Step by Step, Microsoft PowerPoint 2016 Step by Step, and Microsoft Outlook 2016 Step by Step, all by Joan Lambert (Microsoft Press, 2015), and Microsoft Excel 2016 Step by Step by Curtis Frye (Microsoft Press, 2015). A listing of the contents of each book is provided at the end of this book.

The Step by Step approach

The book’s coverage is divided into parts, each of which provides a thorough introduction to one of the four apps covered. Each part is divided into chapters representing some of the app’s key skill set areas, and each chapter is divided into topics that group related skills. Each topic includes expository information followed by generic procedures. At the end of the chapter, you’ll find a series of practice tasks you can complete on your own by using the skills taught in the chapter. You can use the practice files that are available from this book’s website to work through the practice tasks, or you can use your own files.

Download the practice files

Before you can complete the practice tasks in this book, you need to download the book’s practice files to your computer from http://aka.ms/Office2016sbs/downloads. Follow the instructions on the webpage.

IMPORTANT The Office 2016 apps are not available from the book’s website. You should install the apps before working through the procedures and practice tasks in this book. If you later want to repeat practice tasks, you can download the original practice files again.

SEE ALSO For information about opening and saving files, see Chapter 2, “Create and manage files.”

The following table lists the practice files for this book.

Chapter Folder File Part 1: Microsoft Office 2016

1: Explore Office 2016 Ch01 None

2: Create and manage files Ch02 DisplayProperties.xlsx DisplayViews.pptx NavigateFiles.docx

Chapter Folder File Part 2: Microsoft Word 2016

3: Modify the structure and appearance

of text Ch03 ApplyStyles.docx_{ChangeTheme.docx}

CreateLists.docx FormatCharacters.docx FormatParagraphs.docx StructureContent.docx

4: Collaborate on documents Ch04 ControlChanges.docx

MergeDocs1.docx MergeDocs2.docx ReviewComments.docx TrackChanges.docx 5: Merge data with documents

and labels Ch05 CreateEnvelopes.docx_{CustomerList.xlsx} InsertFields.docx PolicyholdersList.xlsx RefineData.docx StartMerge.docx

Part 3: Microsoft Excel 2016

6: Perform calculations on data Ch06 AuditFormulas.xlsx BuildFormulas.xlsx CreateArrayFormulas.xlsx CreateConditionalFormulas.xlsx CreateExcelTables.xlsx CreateNames.xlsx SetIterativeOptions.xlsx

7: Manage worksheet data Ch07 LimitData.xlsx

SummarizeValues.xlsx ValidateData.xlsx

8: Reorder and summarize data Ch08 LookupData.xlsx

OrganizeData.xlsx SortCustomData.xlsx SortData.xlsx

Chapter Folder File

9: Analyze alternative data sets Ch09 BuildSolverModel.xlsx CreateScenarios.xlsx DefineDataTables.xlsx ManageMultipleScenarios.xlsx PerformGoalSeekAnalysis.xlsx PerformQuickAnalysis.xlsx UseDescriptiveStatistics.xlsx

Part 4: Microsoft PowerPoint 2016

10: Create and manage slides Ch10 AddRemoveSlides.pptx

ApplyThemes.pptx ChangeBackgrounds.pptx CreateSections.pptx ImportOutline.docx RearrangeSlides.pptx ReuseSlides.pptx 11: Insert and manage simple graphics Ch11 Chickens.jpg

DrawShapes.pptx EditPictures.pptx Fish.jpg Flamingos.jpg Flowers01.jpg InsertPictures.pptx InsertScreens.pptx Penguins01.jpg Penguins02.jpg Tiger01.jpg Tiger02.jpg YellowBird.jpg 12: Add sound and movement to slides Ch12 AddAudio.pptx

AddVideo.pptx AnimateSlides.pptx Butterfly.wmv CustomizeAnimation.pptx SoundTrack.wma Wildlife.wmv

Chapter Folder File Part 5: Microsoft Outlook 2016

13: Send and receive email messages Ch13 AttachFiles.docx

14: Organize your Inbox Ch14 None

15: Manage scheduling Ch15 None

Ebook edition

If you’re reading the ebook edition of this book, you can do the following:

■ Search the full text ■ Print

■ Copy and paste

You can purchase and download the ebook edition from the Microsoft Press Store at http://aka.ms/Office2016sbs/details.

Get support and give feedback

This topic provides information about getting help with this book and contacting us to provide feedback or report errors.

Errata and support

We’ve made every effort to ensure the accuracy of this book and its companion content. If you discover an error, please submit it to us at http://aka.ms /Office2016sbs/errata.

If you need to contact the Microsoft Press Support team, please send an email message to [email protected].

We want to hear from you

At Microsoft Press, your satisfaction is our top priority, and your feedback our most valuable asset. Please tell us what you think of this book at http://aka.ms/tellpress. The survey is short, and we read every one of your comments and ideas. Thanks in advance for your input!

Stay in touch

3

Modify the

structure and

appearance

of text

In this chapter

■ Apply paragraph formatting ■ Structure content manually ■ Apply character formatting ■ Create and modify lists ■ Apply built-in styles to text ■ Change the document theme

Practice files

For this chapter, use the practice files from the Office2016SBS\Ch03 folder. For practice file download instructions, see the introduction. Documents contain text that conveys information

to readers, but the appearance of the document con-tent also conveys a message. You can provide structure and meaning by formatting the text in various ways. Word 2016 provides a variety of simple-to-use tools that you can use to apply sophisticated formatting and create a navigational structure.

In a short document or one that doesn’t require a complex navigational structure, you can easily format words and paragraphs so that key points stand out and the structure of your document is clear. You can achieve dramatic flair by applying predefined WordArt text effects. To keep the appearance of documents and other Microsoft Office files consistent, you can format document elements by apply-ing predefined sets of formattapply-ing called styles. In addition, you can change the fonts, colors, and effects throughout a document with one click by applying a theme.

This chapter guides you through procedures related to applying character and paragraph formatting, struc-turing content manually, creating and modifying lists, applying styles to text, and changing a document’s theme.

Apply paragraph formatting

A paragraph is created by entering text and then pressing the Enter key. A paragraph can contain one word, one sentence, or multiple sentences. Every paragraph ends with a paragraph mark, which looks like a backward P (¶). Paragraph marks and other structural characters (such as spaces, line breaks, and tabs) are usually hidden, but you can display them. Sometimes displaying these hidden characters makes it easier to accomplish a task or understand a structural problem.

SEE ALSO For information about working with hidden structural characters, see “Structure content manually” later in this chapter.

You can change the look of a paragraph by changing its indentation, alignment, and line spacing, in addition to the space before and after it. You can also put borders around it and shade its background. Collectively, the settings you use to vary the look of a paragraph are called paragraph formatting.

You can modify a paragraph’s left and right edge alignment and vertical spacing by using tools on the Home tab of the ribbon, and its left and right indents from the Home tab or from the ruler. The ruler is usually hidden to provide more space for the document content.

The left indent can be changed from the Home tab or the ruler

If you modify a paragraph and aren’t happy with the changes, you can restore the origi-nal paragraph and character settings by clearing the formatting to reset the paragraph to its base style.

SEE ALSO For information about styles, see “Apply built-in styles to text” later in this chapter.

3

spac-ing of selected paragraphs, it is sometimes quicker to make changes in the Paragraph dialog box than to click buttons and drag markers.

The Paragraph dialog box

Configure alignment

The alignment settings control the horizontal position of the paragraph text between the page margins. There are four alignment options:

■ Align Left This is the default paragraph alignment. It sets the left end of each line

of the paragraph at the left page margin or left indent. It results in a straight left edge and a ragged right edge.

■ Align Right This sets the right end of each line of the paragraph at the right page

margin or right indent. It results in a straight right edge and a ragged left edge.

■ Center This centers each line of the paragraph between the left and right page

margins or indents. It results in ragged left and right edges.

■ Justify This alignment adjusts the spacing between words so that the left end

of each line of the paragraph is at the left page margin or indent and the right end of each line of the paragraph (other than the last line) is at the right margin or indent. It results in straight left and right edges.

The icons on the alignment buttons on the ribbon depict the effect of each alignment option.

To open the Paragraph dialog box

1. Do either of the following:

● On the Home tab or the Layout tab, in the Paragraph group, click the Paragraph dialog box launcher.

● On the Home tab, in the Paragraph group, click the Line and Paragraph Spacing button, and then click Line Spacing Options.

To set paragraph alignment

1. Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.

2. Do either of the following:

● On the Home tab, in the Paragraph group, click the Align Left, Center, Align Right, or Justify button.

● Open the Paragraph dialog box. On the Indents and Spacing tab,

in the General area, click Left, Centered, Right, or Justified in the

Alignment list.

Configure vertical spacing

Paragraphs have two types of vertical spacing:

■ Paragraph spacing The space between paragraphs, defined by setting

the space before and after each paragraph. This space is usually measured in points.

■ Line spacing The space between the lines of the paragraph, defined by

set-ting the height of the lines either in relation to the height of the text (Single, Double, or a specific number of lines) or by specifying a minimum or exact point measurement.

The default line spacing for documents created in Word 2016 is 1.08 lines. Changing the line spacing changes the appearance and readability of the text in the paragraph and, of course, also changes the amount of space it occupies on the page.

3

The effect of changing line spacing

You can set the paragraph and line spacing for individual paragraphs and for para-graph styles. You can quickly adjust the spacing of most content in a document by selecting an option from the Paragraph Spacing menu on the Design tab. (Although the menu is named Paragraph Spacing, the menu options control both paragraph spacing and line spacing.) These options, which are named by effect rather than by specific measurements, work by modifying the spacing of the Normal paragraph style and any other styles that depend on the Normal style for their spacing. (In standard templates, most other styles are based on the Normal style.) The Paragraph Spacing options modify the Normal style in only the current document, and do not affect other documents.

The following table describes the effect of each Paragraph Spacing option on the paragraph and line spacing settings.

Paragraph spacing option Before paragraph After paragraph Line spacing

Default Spacing options are controlled by the style set

No Paragraph Space 0 points 0 points 1 line

Compact 0 points 4 points 1 line

Tight 0 points 6 points 1.15 lines

Open 0 points 10 points 1.15 lines

Relaxed 0 points 6 points 1.5 lines

To quickly adjust the vertical spacing before, after, and within all paragraphs in a document

1. On the Design tab, in the Document Formatting group, click the Paragraph

Spacing button to display the Paragraph Spacing menu.

Each paragraph spacing option controls space around and within the paragraph

2. Click the option you want to apply to all of the paragraphs in the document.

To adjust the spacing between paragraphs

1. Select all the paragraphs you want to adjust.

2. On the Layout tab, in the Paragraph group, adjust the Spacing Before and

Spacing After settings.

3

To adjust spacing between the lines of paragraphs

1. Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.

2. To make a quick adjustment to selected paragraphs, on the Home tab, in the

Paragraph group, click Line And Paragraph Spacing, and then click any of the

line spacing commands on the menu.

You can choose from preset internal line spacing options or adjust paragraph spacing

TIP You can also adjust the space before and after selected paragraphs from the Line And Paragraph Spacing menu. Clicking one of the last two options adds or removes a preset amount of space between the selected paragraphs.

Or

1. Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.

2. Open the Paragraph dialog box. On the Indents and Spacing tab, in the

Spacing area, make the adjustments you want to the paragraph spacing,

Configure indents

In Word, you don’t define the width of paragraphs and the length of pages by defin-ing the area occupied by the text; instead, you define the size of the white space—the left, right, top, and bottom margins—around the text.

SEE ALSO For information about setting margins, see “Preview and adjust page layout” in Chapter 12, “Finalize and distribute documents,” of Microsoft Word 2016 Step by Step by Joan Lambert (Microsoft Press, 2015). For information about sections, see “Control what appears on each page” in the same chapter.

Although the left and right margins are set for a whole document or for a section of a document, you can vary the position of the paragraphs between the margins by indenting the left or right edge of the paragraph.

A paragraph indent is the space from the page margin to the text. You can change the left indent by clicking buttons on the Home tab, or you can set the indents directly on the ruler. Three indent markers are always present on the ruler:

■ Left Indent This defines the outermost left edge of each line of the paragraph. ■ Right Indent This defines the outermost right edge of each line of the

paragraph.

■ First Line Indent This defines the starting point of the first line of the

paragraph.

The ruler indicates the space between the left and right page margins in a lighter color than the space outside of the page margins.

3

aligns with the left page margin. The default setting for the Right Indent marker is the distance from the left margin to the right margin. For example, if the page size is set to 8.5” wide and the left and right margins are set to 1.0”, the default Right Indent marker setting is 6.5”.

You can arrange the Left Indent and First Line Indent markers to create a hanging indent or a first line indent. Hanging indents are most commonly used for bulleted and numbered lists, in which the bullet or number is indented less than the main text (essentially, it is outdented). First line indents are frequently used to distinguish the beginning of each subsequent paragraph in documents that consist of many consecu-tive paragraphs of text. Both types of indents are set by using the First Line Indent marker on the ruler.

TIP The First Line Indent marker is linked to the Left Indent marker. Moving the Left Indent marker also moves the First Line Indent marker, to maintain the first line indent distance. You can move the First Line Indent marker independently of the Left Indent marker to change the first line indent distance.

To display the ruler

1. On the View tab, in the Show group, select the Ruler check box.

TIP In this book, we show measurements in inches. If you want to change the measure-ment units Word uses, open the Word Options dialog box. On the Advanced page, in the Display area, click the units you want in the Show Measurements In Units Of list. Then click OK.

To indent or outdent the left edge of a paragraph

1. Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.

2. Do any of the following:

● On the Home tab, in the Paragraph group, click the Increase Indent or Decrease Indent button to move the left edge of the paragraph in 0.25”

TIP You cannot increase or decrease the indent beyond the margins by using the Increase Indent and Decrease Indent buttons. If you do need to extend an indent beyond the margins, you can do so by setting negative indenta-tion measurements in the Paragraph dialog box.

● Open the Paragraph dialog box. On the Indents and Spacing tab, in the Indentation area, set the indent in the Left box, and then click OK. ● On the ruler, drag the Left Indent marker to the ruler measurement at

which you want to position the left edge of the body of the paragraph.

To create a hanging indent or first line indent

1. Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.

2. Open the Paragraph dialog box. On the Indents and Spacing tab, in the

Indents area, click First line or Hanging in the Special box.

3. In the By box, set the amount of the indent, and then click OK.

Or

1. Set the left indent of the paragraph body.

2. On the ruler, drag the First Line Indent marker to the ruler measurement at which you want to begin the first line of the paragraph.

To indent or outdent the right edge of a paragraph

1. Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.

2. Do either of the following:

● On the ruler, drag the Right Indent marker to the ruler measurement at

which you want to set the maximum right edge of the paragraph.

● Open the Paragraph dialog box. On the Indents and Spacing tab, in the Indentation area, set the right indent in the Right box, and then click OK.

TIP Unless the paragraph alignment is justified, the right edge of the paragraph will be ragged, but no line will extend beyond the right indent or outdent.

3

Configure paragraph borders and shading

To make a paragraph really stand out, you might want to put a border around it or shade its background. (For real drama, you can do both.) You can select a predefined border from the Borders menu, or design a custom border in the Borders And Shading dialog box.

You can customize many aspects of the border

After you select the style, color, width, and location of the border, you can click the Options button to specify its distance from the text.

Structure content manually

At times it’s necessary to manually position text within a paragraph. You can do this by using two different hidden characters: line breaks and tabs. These characters are visible only when the option to show paragraph marks and formatting symbols is turned on.

The hidden characters have distinctive appearances:

■ A line break character looks like a bent left arrow:  ■ A tab character looks like a right-pointing arrow: 

You can use a line break, also known as a soft return, to wrap a line of a paragraph in a specific location without ending the paragraph. You might use this technique to dis-play only specific text on a line, or to break a line before a word that would otherwise be hyphenated.

TIP Inserting a line break does not start a new paragraph, so when you apply para-graph formatting to a line of text that ends with a line break, the formatting is applied to the entire paragraph, not only to that line.

SEE ALSO For information about page and section breaks, see “Control what appears on each page” in Chapter 12, “Finalize and distribute documents,” of Microsoft Word 2016

Step by Step by Joan Lambert (Microsoft Press, 2015).

A tab character defines the space between two document elements. For example, you can separate numbers from list items, or columns of text, by using tabs. You can then set tab stops that define the location and alignment of the tabbed text.

You can align text in different ways by using tabs

You can align lines of text in different locations across the page by using tab stops. The easiest way to set tab stops is directly on the horizontal ruler. By default, Word sets left-aligned tab stops every half inch (1.27 centimeters). (The default tab stops aren’t shown on the ruler.) To set a custom tab stop, start by clicking the Tab button (located at the intersection of the vertical and horizontal rulers) until the type of tab stop you want appears.

3

The tab settings

You have the following tab options:

■ Left Tab Aligns the left end of the text with the tab stop ■ Center Tab Aligns the center of the text with the tab stop ■ Right Tab Aligns the right end of the text with the tab stop

■ Decimal Tab Aligns the decimal point in the text (usually a numeric value) with

the tab stop

■ Bar Tab Draws a vertical line at the position of the tab stop

If you find it too difficult to position tab stops on the ruler, you can set, clear, align, and format tab stops from the Tabs dialog box.

You might also work from this dialog box if you want to use tab leaders—visible marks such as dots or dashes connecting the text before the tab with the text after it. For example, tab leaders are useful in a table of contents to carry the eye from the text to the page number.

When you insert tab characters, the text to the right of the tab character aligns on the tab stop according to its type. For example, if you set a center tab stop, pressing the Tab key moves the text so that its center is aligned with the tab stop.

To display or hide paragraph marks and other structural characters

1. Do either of the following:

● On the Home tab, in the Paragraph group, click the Show/Hide ¶ button. ● Press Ctrl+Shift+* (asterisk).

To insert a line break

1. Position the cursor where you want to break the line. 2. Do either of the following:

● On the Layout tab, in the Page Setup group, click Breaks, and then click Text Wrapping.

● Press Shift+Enter. To insert a tab character

1. Position the cursor where you want to add the tab character. 2. Press the Tab key.

To open the Tabs dialog box

1. Select any portion of one or more paragraphs that you want to manage tab stops for.

2. Open the Paragraph dialog box.

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To align a tab and set a tab stop

1. Select any portion of one or more paragraphs that you want to set the tab stop for.

2. Click the Tab button at the left end of the ruler to cycle through the tab stop alignments, in this order:

● Left ● Center ● Right ● Decimal ● Bar

3. When the Tab button shows the alignment you want, click the ruler at the point where you want to set the tab.

TIP When you manually align a tab and set a tab stop, Word removes any default tab stops to the left of the one you set.

Or

1. Open the Tabs dialog box.

2. In the Tab stop position box, enter the position for the new tab stop.

3. In the Alignment and Leader areas, set the options you want for this tab stop. 4. Click Set to set the tab, and then click OK.

To change the position of an existing custom tab stop

1. Do either of the following:

● Drag the tab marker on the ruler.

● Open the Tabs dialog box. In the Tab stop position list, select the tab stop

you want to change. Click the Clear button to clear the existing tab stop. Enter the replacement tab stop position in the Tab stop position box, click

To remove a custom tab stop

1. Do either of the following:

● Drag the tab marker away from the ruler.

● In the Tabs dialog box, select the custom tab stop in the Tab stop position

list, click Clear, and then click OK.

Apply character formatting

The appearance of your document helps to convey not only the document’s message but also information about the document’s creator—you. A neatly organized docu-ment that contains consistently formatted content and appropriate graphic eledocu-ments, and that doesn’t contain spelling or grammatical errors, invokes greater confidence in your ability to provide any product or service.

Earlier in this chapter, you learned about methods of applying formatting to para-graphs. This topic covers methods of formatting the text of a document. Formatting that you apply to text is referred to as character formatting. In Word documents, you can apply three types of character formatting:

■ Individual character formats including font, font size, bold, italic, underline,

strikethrough, subscript, superscript, font color, and highlight color

■ Artistic text effects that incorporate character outline and fill colors

■ Preformatted styles associated with the document template, many of which not

only affect the appearance of the text but also convey structural information (such as titles and headings)

When you enter text in a document, it is displayed in a specific font. By default, the font used for text in a new blank document is 11-point Calibri, but you can change the font of any element at any time. The available fonts vary from one computer to another, depending on the apps installed. Common fonts include Arial, Verdana, and Times New Roman.

You can vary the look of a font by changing the following attributes:

■ Size Almost every font has a range of sizes you can select from. (Sometimes

you can set additional sizes beyond those listed.) The font size is measured in points, from the top of the ascenders (letter parts that go up, as in h) to the bottom of the descenders (letter parts that drop down, as in p). A point is approximately 1/72 of an inch (about 0.04 centimeters).

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■ Style Almost every font has a range of font styles. The most common are regular

(or plain), italic, bold, and bold italic.

■ Effects Fonts can be enhanced by applying effects, such as underlining, small

capital letters (small caps), or shadows.

■ Character spacing You can alter the spacing between characters by pushing

them apart or squeezing them together.

Although some attributes might cancel each other out, they are usually cumulative. For example, you might use a bold font style in various sizes and various shades of green to make words stand out in a newsletter.

You apply character formatting from one of three locations:

■ Mini Toolbar Several common formatting buttons are available on the Mini

Toolbar that appears when you select text.

The Mini Toolbar appears temporarily when you select text, becomes transparent when you move the pointer away from the selected text, and then disappears entirely

■ Font group on the Home tab This group includes buttons for changing the

font and most of the font attributes you are likely to use.

The most common font formatting commands are available on the Home tab

■ Font dialog box Less-commonly applied attributes such as small caps and

Font attributes that aren’t available on the Home tab can be set here

In addition to applying character formatting to change the look of characters, you can apply predefined text effects (sometimes referred to as WordArt) to a selection to add more zing. The available effects match the current theme colors.

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document titles and similar elements to which you want to draw particular attention.

To change the font of selected text

1. On the Mini Toolbar or in the Font group on the Home tab, in the Font list, click the font you want to apply.

To change the font size of selected text

1. Do any of the following on the Mini Toolbar or in the Font group on the

Home tab:

● In the Font Size list, click the font size you want to apply.

● In the Font Size box, enter the font size you want to apply (even a size that

doesn’t appear in the list). Then press the Enter key.

● To increase the font size in set increments, click the Increase Font Size

button, or press Ctrl+>.

● To decrease the font size in set increments, click the Decrease Font Size

button, or press Ctrl+<.

To format selected text as bold, italic, or underlined

1. Do any of the following:

● On the Mini Toolbar, click the Bold, Italic, or Underline button.

● On the Home tab, in the Font group, click the Bold, Italic, or Underline

button.

● Press Ctrl+B to format the text as bold. ● Press Ctrl+I to format the text as italic. ● Press Ctrl+U to underline the text.

TIP To quickly apply a different underline style to selected text, click the arrow next to the Underline button on the Home tab, and then in the list, click the underline style you want to apply.

To cross out selected text by drawing a line through it

To display superscript or subscript characters

1. Select the characters you want to reposition.

2. On the Home tab, in the Font group, do either of the following:

● Click the Subscript button to shift the characters to the bottom of the line. ● Click the Superscript button to shift the characters to the top of the line. To apply artistic effects to selected text

1. On the Home tab, in the Font group, click the Text Effects and Typography button, and then do either of the following:

● In the Text Effects and Typography gallery, click the preformatted effect

combination that you want to apply.

● On the Text Effects and Typography menu, click Outline, Shadow, Reflection, Glow, Number Styles, Ligatures, or Stylistic Sets. Then make selections on

the submenus to apply and modify those effects.

To change the font color of selected text

1. On the Home tab, in the Font group, click the Font Color arrow to display the

Font Color menu.

2. In the Theme Colors or Standard Colors palette, select a color swatch to apply that color to the selected text.

TIP To apply the Font Color button’s current color, you can simply click the button (not its arrow). If you want to apply a color that is not shown in the Theme Colors or Standard Colors palette, click More Colors. In the Colors dialog box, click the color you want in the honeycomb on the Standard page, or click the color gradient or enter values for a color on the Custom page.

To change the case of selected text

1. Do either of the following:

● On the Home tab, in the Font group, click the Change Case button, and

then click Sentence case, lowercase, UPPERCASE, Capitalize Each Word, or

tOGGLE cASE.

● Press Shift+F3 repeatedly to cycle through the standard case options

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IMPORTANT The case options vary based on the selected text. If the selection ends in a period, Word does not include the Capitalize Each Word option in the rotation. If the selection does not end in a period, Word does not include Sentence case in the rotation.

To highlight text

1. Select the text you want to change, and then do either of the following:

● On the Mini Toolbar or in the Font group on the Home tab, click the Text Highlight Color button to apply the default highlight color.

● On the Mini Toolbar or in the Font group on the Home tab, click the Text Highlight Color arrow, and then click a color swatch to apply the selected

highlight color and change the default highlight color.

Or

1. Without first selecting text, do either of the following:

● Click the Text Highlight Color button to select the default highlight color. ● Click the Text Highlight Color arrow, and then click a color swatch to select

that highlight color.

2. When the pointer changes to a highlighter, drag it across one or more sections of text to apply the highlight.

3. Click the Text Highlight Color button or press the Esc key to deactivate the highlighter.

To copy formatting to other text

1. Click anywhere in the text that has the formatting you want to copy. 2. On the Home tab, in the Clipboard group, do either of the following:

● If you want to apply the formatting to only one target, click the Format Painter button once.

● If you want to apply the formatting to multiple targets, double-click the Format Painter button.

3. When the pointer changes to a paintbrush, click or drag across the text you want to apply the copied formatting to.

4. If you activated the Format Painter for multiple targets, repeat step 3 until you finish applying the formatting. Then click the Format Painter button once, or press the Esc key, to deactivate the tool.

To repeat the previous formatting command

1. Select the text to which you want to apply the repeated formatting. 2. Do either of the following to repeat the previous formatting command:

● On the Quick Access Toolbar, click the Repeat button. ● Press Ctrl+Y.

To open the Font dialog box

1. Do either of the following:

● On the Home tab, in the Font group, click the Font dialog box launcher. ● Press Ctrl+Shift+F.

To remove character formatting

1. Select the text you want to clear the formatting from. 2. Do any of the following:

● Press Ctrl+Spacebar to remove only manually applied formatting (and not

styles).

● On the Home tab, in the Font group, click the Clear All Formatting button to

remove all styles and formatting other than highlighting from selected text.

IMPORTANT If you have selected an entire paragraph, clicking Clear All Formatting will clear character and paragraph formatting from the para-graph and reset it to the default parapara-graph style.

● On the Home tab, in the Font group, click the Text Highlight Color arrow

and then, on the menu, click No Color to remove highlighting.

To change the character spacing

1. Select the text you want to change.

2. Open the Font dialog box, and then click the Advanced tab to display character spacing and typographic features.

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4. In the adjacent By box, set the number of points you want to expand or condense the character spacing.

5. In the Font dialog box, click OK.

Character formatting and case considerations

The way you use character formatting in a document can influence its visual impact on your readers. Used judiciously, character formatting can make a plain document look attractive and professional, but excessive use can make it look amateurish and detract from the message. For example, using too many fonts in the same document is the mark of inexperience, so don’t use more than two or three.

Bear in mind that lowercase letters tend to recede, so using all uppercase (capital) letters can be useful for titles and headings or for certain kinds of emphasis. However, large blocks of uppercase letters are tiring to the eye.

TIP Where do the terms uppercase and lowercase come from? Until the

advent of computers, individual characters made of lead were assembled to form the words that would appear on a printed page. The characters were stored alphabetically in cases, with the capital letters in the upper case and the small letters in the lower case.

Create and modify lists

Lists are paragraphs that start with a character (usually a number or bullet) and are formatted with a hanging indent so that the characters stand out on the left end of each list item. Fortunately, Word takes care of the formatting of lists for you. You simply indicate the type of list you want to create. When the order of items is not important—for example, for a list of people or supplies—a bulleted list is the best choice. And when the order is important—for example, for the steps in a procedure— you will probably want to create a numbered list.

You can format an existing set of paragraphs as a list or create the list as you enter information into the document. After you create a list, you can modify, format, and customize the list as follows:

■ You can move items around in a list, insert new items, or delete unwanted

items. If the list is numbered, Word automatically updates the numbers.

■ You can modify the indentation of the list. You can change both the overall

indentation of the list and the relationship of the first line to the other lines.

■ For a bulleted list, you can sort list items into ascending or descending order,

change the bullet symbol, or define a custom bullet (even a picture bullet).

■ For a numbered list, you can change the number style or define a custom style,

and you can specify the starting number for a list.

To format a new bulleted or numbered list as you enter content

1. With the cursor at the position in the document where you want to start the list, do either of the following:

● To start a new bulleted list, enter * (an asterisk) at the beginning of a

para-graph, and then press the Spacebar or the Tab key before entering the list item text.

● To start a new numbered list, enter 1 . (the number 1 followed by a period) at

the beginning of a paragraph, and then press the Spacebar or the Tab key before entering the list item text.

When you start a list in this fashion, Word automatically formats it as a bulleted or numbered list. When you press Enter to start a new item, Word continues the formatting to the new paragraph. Typing items and pressing Enter adds subse-quent bulleted or numbered items. To end the list, press Enter twice; or click the Bullets arrow or Numbering arrow in the Paragraph group on the Home tab, and then in the gallery, click None.

TIP If you want to start a paragraph with an asterisk or number but don’t want to format the paragraph as a bulleted or numbered list, click the AutoCorrect Options button that appears after Word changes the formatting, and then in the list, click the appropriate Undo option. You can also click the Undo button on the Quick Access Toolbar or press Ctrl+Z.

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To convert paragraphs to bulleted or numbered list items

1. Select the paragraphs that you want to convert to list items.

2. On the Home tab, in the Paragraph group, do either of the following:

● Click the Bullets button to convert the selection to a bulleted list. ● Click the Numbering button to convert the selection to a numbered list. To create a list that has multiple levels

1. Start creating a bulleted or numbered list.

2. When you want the next list item to be at a different level, do either of the following:

● To create the next item one level lower (indented more), press the Tab key

at the beginning of that paragraph, before you enter the lower-level list item text.

● To create the next item one level higher (indented less), press Shift+Tab at the

beginning of the paragraph, before you enter the higher-level list item text. In the case of a bulleted list, Word changes the bullet character for each item level. In the case of a numbered list, Word changes the type of numbering used, based on a predefined numbering scheme.

TIP For a multilevel list, you can change the numbering pattern or bullets by clicking the Multilevel List button in the Paragraph group on the Home tab and then clicking the pattern you want, or you can define a custom pattern by clicking Define New Multilevel List.

To modify the indentation of a list

1. Select the list items whose indentation you want to change, and do any of the following:

● On the Home tab, in the Paragraph group, click the Increase Indent button

to move the list items to the right.

● In the Paragraph group, click the Decrease Indent button to move the list

items to the left.

TIP You can adjust the space between the bullets and their text by dragging only the Hanging Indent marker.

SEE ALSO For information about paragraph indentation, see “Apply paragraph formatting” earlier in this chapter.

To sort bulleted list items into ascending or descending order

1. Select the bulleted list items whose sort order you want to change.

2. On the Home tab, in the Paragraph group, click the Sort button to open the Sort Text dialog box.

3. In the Sort by area, click Ascending or Descending. Then click OK.

To change the bullet symbol

1. Select the bulleted list whose bullet symbol you want to change. 2. On the Home tab, in the Paragraph group, click the Bullets arrow.

3. In the Bullets gallery, click the new symbol you want to use to replace the bullet character that begins each item in the selected list.

To define a custom bullet

1. In the Bullets gallery, click Define New Bullet.

2. In the Define New Bullet dialog box, click the Symbol, Picture, or Font button, and make a selection from the wide range of options.

3. Click OK to apply the new bullet style to the list.

To change the number style

1. Select the numbered list whose number style you want to change.

2. On the Home tab, in the Paragraph group, click the Numbering arrow to display the Numbering gallery.

3. Make a new selection to change the style of the number that begins each item in the selected list.

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To define a custom number style

1. In the Numbering gallery, click Define New Number Format.

2. In the Define New Number Format dialog box, do any of the following:

● Change the selections in the Number Style, Number Format, or Alignment

boxes.

● Click the Font button, and make a selection from the wide range of options.

3. Click OK to apply the new numbering style to the list.

To start a list or part of a list at a predefined number

1. Place the cursor within an existing list, in the list paragraph whose number you want to set.

2. Display the Numbering gallery, and then click Set Numbering Value to open the Set Numbering Value dialog box.

3. Do either of the following to permit custom numbering:

● Click Start new list.

● Click Continue from previous list, and then select the Advance value (skip numbers) check box.

4. In the Set value to box, enter the number you want to assign to the list item. Then click OK.

Format text as you type

The Word list capabilities are only one example of the app’s ability to intuit how you want to format an element based on what you type. You can learn more about these and other AutoFormatting options by exploring the Auto-Correct dialog box, which you can open from the Proofing page of the Word Options dialog box.

The AutoFormat As You Type page shows the options Word implements by default, including bulleted and numbered lists.

You can select and clear options to control automatic formatting behavior

One interesting option in this dialog box is Border Lines. When this check box is selected, typing three consecutive hyphens (-) or three consecutive under-scores (_) and pressing Enter draws a single line across the page. Typing three consecutive equal signs (=) draws a double line, and typing three consecutive tildes (~) draws a zigzag line.

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Apply built-in styles to text

You don’t have to know much about character and paragraph formatting to be able to format your documents in ways that will make them easier to read and more professional looking. With a couple of mouse clicks, you can easily change the look of words, phrases, and paragraphs by using styles. More importantly, you can build a document outline that is reflected in the Navigation pane and can be used to create a table of contents.

SEE ALSO For information about tables of contents, see “Create and modify tables of contents” in Chapter 13, “Reference content and content sources,” of Microsoft Word 2016

Step by Step by Joan Lambert (Microsoft Press, 2015).

Apply styles

Styles can include character formatting (such as font, size, and color), paragraph format-ting (such as line spacing and outline level), or a combination of both. Styles are stored in the template that is attached to a document. By default, blank new documents are based on the Normal template. The Normal template includes a standard selection of styles that fit the basic needs of most documents. These styles include nine heading levels, various text styles including those for multiple levels of bulleted and numbered lists, index and table of contents entry styles, and many specialized styles such as those for hyperlinks, quotations, placeholders, captions, and other elements.

By default, most common predefined styles are available in the Styles gallery on the Home tab. You can add styles to the gallery or remove those that you don’t often use.

Styles stored in a template are usually based on the Normal style and use only the default body and heading fonts associated with the document’s theme, so they all go together well. For this reason, formatting document content by using styles produces a harmonious effect. After you apply named styles, you can easily change the look of an entire document by switching to a different style set that contains styles with the same names but different formatting.

SEE ALSO For information about document theme elements, see “Change the document theme,” later in this chapter.

Style sets are available from the Document Formatting gallery on the Design tab.

Pointing to a style set in the gallery displays a live preview of the effects of applying that style set to the entire document

TIP Style sets provide a quick and easy way to change the look of an existing document. You can also modify style definitions by changing the template on which the document is based. For more information about styles and templates, see “Create custom styles and templates” in Chapter 15, “Work in Word more efficiently,” of Microsoft Word 2016 Step by Step by Joan Lambert (Microsoft Press, 2015).

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To open the Styles pane

1. On the Home tab, click the Styles dialog box launcher.

The Styles pane can display style names or previews of the styles

TIP If the Styles pane floats above the page, you can drag it by its title bar to the right or left edge of the app window to dock it.

To change which styles are displayed in the Styles pane

To make it easier to find specific styles, sort the list alphabetically

2. In the Style Pane Options dialog box, do any of the following, and then click OK:

● In the Select styles to show list, click one of the following:

● Recommended Displays styles that are tagged in the template as

recommended for use

● In use Displays styles that are applied to content in the current document ● In current document Displays styles that are in the template that is

attached to the current document

● All styles Displays built-in styles, styles that are in the attached

tem-plate, and styles that were brought into the document from other templates

● In the Select how list is sorted list, click Alphabetical, As Recommended, Font, Based on, or By type

● In the Select formatting to show as styles area, select each check box for

which you want to display variations from named styles

● In the Select how built-in style names are shown area, select the check box

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To display or hide style previews in the Styles pane

1. Open the Styles pane, and then select or clear the Show Preview check box.

To add a style to the Styles gallery

1. In the Styles pane, point to the style, click the arrow that appears, and then click

Add to Style Gallery.

To remove a style from the Styles gallery

1. Do either of the following:

● In the Styles pane, point to the style, click the arrow that appears, and then

click Remove from Style Gallery.

● In the Styles gallery, right-click the style, and then click Remove from Style Gallery.

To apply a built-in style

1. Select the text or paragraph to which you want to apply the style.

TIP If the style you want to apply is a paragraph style, you can position the cursor anywhere in the paragraph. If the style you want to apply is a character style, you must select the text.

2. In the Styles gallery on the Home tab, or in the Styles pane, click the style you want to apply.

To change the style set

1. On the Design tab, in the Document Formatting group, click the More button if necessary to display all the style sets.

2. Point to any style set to preview its effect on the document. 3. Click the style set you want to apply.

Manage outline levels

Styles can be used for multiple purposes: to affect the appearance of the content, to build a document outline, and to tag content as a certain type so that you can easily locate it.

Heading styles define a document’s outline

Each paragraph style has an associated Outline Level setting. Outline levels include Body Text and Level 1 through Level 9. (Most documents make use only of body text and the first three or four outline levels.)

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hierarchical structure of the document. They appear as headings in the Navigation pane and act as handles for the content that appears below them in the hierarchy. You can collapse and expand the content below each heading, and move entire sections of content by dragging the headings in the Navigation pane.

To display the document outline in the Navigation pane

1. In the Navigation pane, click Headings to display the document structure. TIP Only headings that are styled with the document heading styles appear in the Navigation pane.

To expand or collapse the outline in the Navigation pane

1. In the Navigation pane, do either of the following:

● If there is a white triangle to the left of a heading, click it to expand that

heading to show its subheadings.

● If there is a downward-angled black triangle to the left of a heading, click it

to collapse the subheadings under that heading.

TIP If there is no triangle next to a heading, that heading does not have subheadings.

To expand or collapse sections in the document

1. In a document that contains styles, point to a heading to display a triangle to its left. Then do either of the following:

● If the triangle is a downward-angled gray triangle, click the triangle to hide

the content that follows the heading.

● If the triangle is a white triangle, click the triangle to display the hidden

Change the document theme

Every document you create is based on a template, and the look of the template is controlled by a theme. The theme is a combination of coordinated colors, fonts, and effects that visually convey a certain tone. To change the look of a document, you can apply a different theme from the Themes gallery.

The default installation of Word 2016 offers 30 themes to choose from

Each theme has a built-in font set and color set, and an associated effect style.

■ Each font set includes two fonts—the first is used for headings and the second

for body text. In some font sets, the heading and body fonts are the same.

■ Each color in a color set has a specific role in the formatting of styled elements.

For example, the first color in each set is applied to the Title and Intense Refer-ence styles, and different shades of the third color are applied to the Subtitle, Heading 1, and Heading 2 styles.

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mix and match theme elements.

Word 2016 offers thousands of different combinations for creating a custom theme that meets your exact needs

TIP In addition to colors and fonts, you can control the more subtle design elements, such as paragraph spacing and visual effects that are associated with a theme.

If you create a combination of theme elements that you would like to be able to use with other documents, you can save the combination as a new theme. By saving the theme in the default Document Themes folder, you make the theme available in the Themes gallery. However, you don’t have to store custom themes in the Document Themes folder; you can store them anywhere on your hard disk, on removable media, or in a network location.